2019 Winterfest Vendor Application

Transcription

1 For Office Use ONLY 2019 Winterfest Vendor Application Saturday, February 9, am-5pm & Sunday, February 10, am-4pm BOOTH SPACES MUST BE CLEAN AND VACATED BY 7PM SUNDAY. Please read all included information before completing. Incomplete applications will NOT be accepted. Please type or print clearly. The application deadline is Wednesday, December 12, Vendor Information Business Name: Contact Person: Street Address: Contact Number: City: State: Zip Code: Address: Web Address: Vehicle Make/Model: Lic. Plate #: Vendor Classifications Please check all that apply to your booth NON PROFIT ORGANIZATION ARTS & CRAFTS COMMERCIAL FOOD SAMPLING FOOD Charities/Organizations with a designated IRS non-profit status ONLY! Vendors who make, create, assemble or manufacture 70% of their final product Retail items, advertising, and non-handmade items Vendors who are sampling food MUST have a food handlers card Vendors who prepare and make fresh food on-site VENDOR SPACE PRICING Classification/Size Cost x No. of Booths Total Non Profit Organization 10x10 $165 x Non Profit Organization 10x20 $195 x Arts & Crafts 10x10 $225 x Arts & Crafts 10x20** $250 x Arts & Crafts 10x30** $320 x Arts & Crafts 10x40** $365 x 110v Electric $55 x Commercial or Food 10x10 $375 x Commercial or Food 10x20** $445 x Commercial or Food 10x30** $520 x Commercial or Food 10x40** $580 x Corner Booth (limited) $60 x End Cap (limited) $85 x Deposit Last Year - FOOD VENDORS ONLY 220v Electric $75 x 110v Electric $55 x Refundable Cleaning Deposit $200 Important Details By providing us with an address above, we can notify you when your application has been received and send periodic updates. Please share my info with other promoters Yes No Payment Information Check payable to LHACC Visa MasterCard AmEx Cardholder: CC#: Exp. Date: Billing Address: Zip Code: Date Rc d For Office Use ONLY Amt. Rc d Cash CC Check# **Adjacent ONLY Grand Total Received By:

2 Category Listing Winterfest Booth Information Please check all that apply to your booth. 1. JEWELRY: Rings, bracelets, toe rings, watches, etc. 2. ART: Paintings, pottery, framed art, metal, sculptures, etc. 3. WOODWORKING: Shelves, signs, furniture, etc. 4. FOOD: Packaged, homemade, 5. CLOTHING: Women s, men s, children, infants. 6. BATH/beauty/candles/scents: Lotions, oils, cosmetics, soaps, perfumes, etc. 7. KITCHEN ITEMS: Cutting boards, utensils, magnets, aprons, dish towels, etc. 8. ACCESSORIES: Shoes, belts, scarves, purses, bags, hats, etc. 9. BEDDING/sewing/stitching/knitting: Blankets, sheets, quilts, towels, etc. 10. TOYS: Kaleidoscopes, dolls, stuffed animals, trains, etc. 11. OUTDOOR ACCESSORIES: Wind chimes, sun catchers, yard art, bird feeders, pet products, etc. 12. INDOOR ACCESSORIES: Lamps, wall décor, furniture, accessories 13. INFORMATION: Strictly informational booth 14. OTHER: Please specify on application in category listing section 15. FOOD COURT VENDORS: A limited number of spaces available. Prior approval required. List all items being sold. We try our best to separate like/similar vendors and a complete list of your products is helpful. Any pictures that you can provide will assist in the placement of your booth. Have You. Completed your application front & back? Read all the rules & regulations? Included your payment? Lake Havasu Area Chamber of Commerce Winterfest Committee 314 London Bridge Road Lake Havasu City, AZ Fax amandaj@havasuchamber.com I hereby state that I have read all the rules and regulations in this packet and swear to abide by all rules or risk being removed from this show and/or excluded from future shows. I understand that this is an agreement made between me and the Lake Havasu Area Chamber of Commerce, I am the authorized vendor listed on the application and that all information has been completed to the best of my knowledge. Vendor s Printed Name Vendor s Signature Date I Accept By selecting the "I Accept" button, you are signing this Agreement electronically. You agree your electronic signature is the legal equivalent of your manual signature on this Agreement. By selecting "I Accept" you consent to be legally bound by this Agreement's terms and conditions For Office Use ONLY

3 Liability Indemnity: Vendor covenants to protect, defend, hold harmless and indemnify the Lake Havasu Area Chamber of Commerce, its directors, officers, agents, sponsors, employees and volunteers from and against any and all expenses, claims, actions, liabilities, attorney s fee, damages and losses of any kind whatsoever, actual or alleged, resulting from or connected with the participation as a vendor in Winterfest. The Chamber of Commerce shall not be liable for any loss or damage to any merchandise or personal property in or about the vendor s booth space, regardless of the cause of such loss or damage. City Business License, Certificate of Insurance, Sales Tax Payments and Health Permits: These items are not processed by the Chamber of Commerce. An application for a City Business License can be completed on the City s website at it is the vendor s responsibility to obtain the City License. The City Business License must be displayed in the booth along with the Sales Tax License. City officials will be checking for valid licenses the weekend of Winterfest. Call for questions regarding the Business License and/or Sales Tax ID. Vendors must provide a Certificate of Insurance naming the Lake Havasu Area Chamber of Commerce as an Additional Insured on their policy, with a limit of $1,000, per occurrence. A Certificate of Insurance may be obtained from your insurance company, or through your homeowners insurance policy as an endorsement, and must be turned in with the Winterfest application. Health permit applications are available by calling All licenses and permits are the responsibility of the vendor, and must be obtained before Saturday, February 9, If you don t have your licenses and permits before this date, you will be excluded from the event without refund. Electricity: A limited number of 110V outlets for vendors outside of the food court are available on a first come, first-served basis, and must be paid for prior to the event. Electricity is limited to 110v, 15 amps. This is for one plug only; extension cords and/or power strips are prohibited. You must supply your own cords and connectors (120v, 15 amp, 3-wire cord connector, straight blade with a U ground); the Chamber of Commerce will not have any cords and/or connectors available. If you need more then 110v, you will need to provide your own power source. Vendors who pay for electricity will be issued and electricity pass; this pass must be displayed prominently in your booth. If you use the electricity the day of the show without a pass, you will be fined and disconnected from the power source. All cords must be taped down at all times during the event. Food Vendor Electricity: For food vendors placed in the food court, a limited number of 220v outlets are available on a first-come, first-served basis. You must supply your own cords and connectors to match our NEMA R 4-wire receptacle rated at 125/250v, which is a standard electric range type receptacle; the Chamber of Commerce will not have any cords and/or connectors available. If you apply for a 220v outlet and the available spots are sold out, we will notify you upon receipt of your application. Vendors who pay for electricity will be issued an electric pass; this pass must be displayed prominently in your booth. If you use electricity the day of the show without a pass, you will be fined and disconnected from the power source. Please note: 220v is only available in the food court area. (Limited) Payments: The Lake Havasu Area Chamber of Commerce accepts VISA, MasterCard, American Express, cash, checks, or money orders. Postdated checks will not be honored. Payment processing is at the discretion of the Lake Havasu Area Chamber of Commerce. Payment in full must accompany the Winterfest application. Please make checks payable to LHACC. Payment problems with checks and/or credit cards will result in restriction to cash or money order payments for future shows. There will be a fee o f $45 for returned checks. Food Deposit/Clean-up Fee: Along with the application and booth fee, food vendors must include a $200 clean-up/garbage deposit. This payment will be processed. At the conclusion of Winterfest on Sunday, February 10, 2019, each food vendor s space will be inspected by a Chamber representative to assure that the area is clear of garbage and debris. The food vendor will receive a refund check for their deposit of $200 upon sign-off of their space. Checks will be payable to the individual listed on the application. Vendors may not drain ice chests or other liquids into the street until the show has concluded on Sunday, February 10, Deadline: Applications, Certificates of Insurance, and payment must be received by December 12, Booth assignments will be ed out no later than 2 weeks before the show. You will receive confirmation when your application has been received. You must provide an with your application. Special Requests: We will consider all requests. However not all requests can be granted. Placement in a specific spot is not guaranteed to any vendor for any reason, regardless of seniority or the order in which your application was received. Placement is based on the best flow for the show and is at the Chamber s discretion. Availability of space at the show is on a first-come, first-served basis.

4 Booth setup and removal: Vendors will be permitted to begin assembling booths no earlier than 6am, MST on Saturday, February 9, Motor homes, trailers exceeding 10 feet, or 5th wheels will not be allowed on the festival site (McCulloch Blvd. between Smoketree and Acoma Blvd.) you must either bring a regular vehicle, or hand carry or hand cart items to your booth space. Adjacent vendors will not be expected to move for late comers. Late arrivals need to be considerate of other vendors who are already set up. The booths must be finished and operational by 9am, MST on Saturday, February 9, Teardown will begin immediately at 4pm, MST on Sunday, February 10, VENDORS MUST BE OFF OF THE STREET by 7pm, MST. The street will open to traffic no later than 8pm, MST. Labor for setup and teardown is the responsibility of the vendor and is not provided by the Lake Havasu Area Chamber of Commerce. Those who do not comply with this policy will not be allowed to participate in future shows. Trash: We are not responsible for your boxes/trash nor are our volunteers. It is the vendors responsibility to dispose of their boxes/ trash at the designated receptacles. Do not use private business trash receptacles. Doing this will result in a fine. Please respect the local businesses of Lake Havasu City. There will be trash receptacles identified on your map when you receive your booth assignments. Parking: There is not overnight parking permitted at festival site. Overnight parking is permitted in designated RV parks only. Those who do not comply are at risk for tickets, towing, and fines by the Lake Havasu City Police Department. Please be respectful of full-time business in the show area when parking. There are restricted parking areas, to avoid towing please be mindful of the signs near the event site. Cancellations: The Lake Havasu Area Chamber of Commerce must be notified of cancellations no later than Friday, November 21, 2018 in order to receive a full refund (minus processing fees) and by Wednesday, December 12, 2019 for a 50% refund (minus processing fees). Any cancellations made after Wednesday, December 12, 2019 will not be eligible for a refund, regardless of reason for cancellation. Photographs and promotional items: This show is not a juried show, therefore, photographs and promotional items (unless requested by the Winterfest coordinator) are not required. If you choose to send photographs or other items, they become the property of the Lake Havasu Area Chamber of Commerce and you grant the Chamber of Commerce permission to use said photographs or items in a promotional manner. Photographs and/or other items will not be returned. Behavior: The Lake Havasu Area Chamber of Commerce prides itself on the professional manner in which Winterfest is conducted. We expect our vendors to be respectful of other vendors, volunteers, Chamber of Commerce employees, dignitaries, the McCulloch Blvd businesses, as well as our citizens and guests enjoying the event. Anyone behaving in a rude or unprofessional manner will be excluded from future shows, without exception. Chamber of Commerce staff will contact police if deem it necessary. Booth Sharing: Booth Sharing is not allowed. All vendors need to purchase their own booth spaces and obtain their own business licenses. Vendors sharing booths will be excluded from future shows. Important: Please be sure to review the requirement of proof of insurance from each vendor. Due to insurance regulation and safety concerns, vehicles of any kind will be prohibited on the street between 9am, MST on Saturday, February 9, 2019 and 4pm on Sunday, February 10, Anyone not in compliance will not be allowed at future shows. Security will be onsite from 5pm, MST on Saturday, February 9, 2019 until 8am, MST on Sunday, February 10, If you do not wish to leave your items overnight at the festival site (at your own risk), then you will have to hand carry all items out and hand carry them back in the next day. This is a very serious matter and no exceptions will be made. Please do not jeopardize the show for future years. NO BOOTH SPACES WILL BE SOLD ON THE DAYS OF THE EVENT REGARDLESS OF VACANCIES. Please retain a copy of the rules and regulations for your records

5 Requirements: All vendors must have weights for any canopies in use. All four corners must have weights of at least 50lbs. each attached. Vendors are required to attend both days of the event. Vendors who do not attend both days in full will not be allowed into future shows. Every vendor must have one standard fire extinguisher Type 2A10BC Food vendors that cook with oil/grease must have a Type 2A10BC (above) AND a K Class Wet Chemical Extinguisher All fire extinguishers must have been serviced within the past twelve (12) months of the event date and the service tag must be attached. Extinguishers purchased within the last 12 months must have the sales receipt taped to the extinguisher cylinder. All cooking equipment must have been serviced within the six (6) months prior to the event with the service tag attached and visible including fryers, hoods and hood suppression units. If cooking with grease inside a trailer it must be under a Type 1 hood with fire suppression. If cooking equipment is outside of a food vendor s food truck, trailer or stand, it must be well out of the public s way. Propane units cannot be used under any type of canopy or tent. Any vendor using power must provide their own extension cords and cords must be designed to handle the current of electricity in use. The cords must be ducted-taped to the street. THE LAKE HAVASU FIRE DEPARTMENT WILL INSPECT ALL BOOTHS. THOSE VENDORS WHO ARE OUT OF COMPLIANCE WILL NOT BE ALLOWED TO OPEN/OPERATE THEIR BOOTH UNTIL THE FIRE DEPARTMENT RE-INSPECTS AND INFORMS CHAMBER OFFICIALS.